Definition: The enrollment period identified by the term and the year on which the data are based (TYYYY)
Year (YYYY): The year in which the term occurs. When the term code is "9" which signifies the total report year, use 4 digits of the fiscal year of the report period. The fiscal year is derived by the following. If the term is =3, the fiscal year is the same as the report year. If the term is =2, the fiscal year equals the report year + 1.

Beginning in 1991, report period indicated by term, rather than end of year.

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if term value is < 1 or >5.
Error if year value does not represent current reporting year.
Error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 4 place integer (YYYY)

Updates: Expanded to four-digit format, year 2000 file conversions.

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11

Student ID

Definition: A number that uniquely identifies a student at an institution. Wherever possible, this should be the nine digit social security number assigned to an individual under the Federal Insurance Contribution Act. Social Security rules currently exclude use of numbers that are < 000000100 or >= 800000000

Codes/Notes: If the Student Identification Number is assigned, the number should be used in all future reports by the institution for that student unless corrected or replaced by Social Security Number. Note: Use of an SSN is the only way CCHE can track a student for retention and graduation analyses across institutions.

If an individual's social security number is not available for use by an institution, the institution may report any student identification number up to 9 characters that is unique for that student. The institution also must report the Student Identification Type as “1,” indicating that this number is not a Social Security Number. Hyphens are not entered as part of the identification number.

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank.
If Student Identification Type is 0 or blank, error if value contains alpha characters or the last 6 digits are all zeroes or is < 000000100 or >= 800000000—This edit to be implemented with submissions for FY04 and modified to 900000000+ (vs 800000000+) December 2011.

Because IPEDS surveys do not provide an unknown gender option, DHE-generated IPEDS facsimiles are based on the following procedure, implemented March 2002 with the Fall 2001Enrollment File and FY2002 Degree File uploaded to NCES. Students whose ID ends with an even digit will be reported to NCES as male; students with an ID that ends with an odd number will be reported as female.

This field is used to compute a student's age. The Commission computes a student's age for students enrolled in the summer and fall terms as of September 15, and for those enrolled in the winter and spring terms as of February 15. If the student is born on either September 15 or February 15, age is determined by subtracting the year of birth from the report year. Any birth dates before the 15th are calculated by subtracting the year of birth from the report year. Any birth dates after the 15th are calculated by subtracting the year of birth from the report year and then subtracting 1 from that difference.

Missing Value: Blank, if unknown.

Edit Specs: Error if computed age is negative or if >110
Warning if computed age is < 14 or > 90

Format: Numeric, 8 place integer

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998; July 2006 age for warning;

Educator preparation candidates are usually enrolled in a baccalaureate or graduate degree, but not always. Candidates who hold a bachelor’s degree and are completing educator preparation coursework that does NOT lead to a degree, are considered “post-baccalaureate” or “post-bacc” and should be coded as “20.” Students are classified as undergraduate or graduate based on the number of credits completed as of the beginning of the term. Within those categories, students can be classified as degree/certificate-seeking or non-degree seeking. See Glossary for description of each level.

Students reported in the IPEDS Graduation Rate Survey and DHE’s Quality Indicator System cohorts must meet three criteria:
be reported as first-time, full-time, and degree-seeking.
- First-time is based on the Registration Status field and requires a code of 1. - Full-time classification is derived from the sum of three credit hour fields (resident instruction + ESP + other); vocational hours are included in RI or other credit hours) and the total must be at least 12 credit hours. - The degree-seeking criterion is based on the Student Level field and requires a student be reported with either code 11, 12, 13, 14, or 15, acknowledging college credit earned for work done during high school through concurrent enrollment and/or AP/IB.

Students reported with a student level of 33 should be coded with a program type = 8.

Codes 16 and 34 valid only for Enrollment and Financial Aid Files, not for Teacher Education File.

Missing Value: Does not apply; field must be completed.
Exception: Not submitted on the Degrees Granted file.

Edit Specs: - Error if not a valid code; codes 16 and 34 valid only for Enrollment and Financial Aid Files.
- For 2 year programs, only 11, 12, 15, 19, and 20 are valid.
- Error if not in admitted status
- Error will be generated for code "54" as an explanation is required

Definition: Classification of student for the purpose of tuition assessment. Institutions must be in compliance with DHE’s FTE Reporting Guidelines and Procedures implemented for FY2003. Also see page on Tuition Classification—Detail.

Codes/Notes: 1 - In-state-Colorado resident
2 - Out-of-State
3 - Unclassified--allowable only for students enrolled exclusively cash-funded courses. Use this value only when in- or out-of-state residency is not available. Students enrolled in state-funded extended campus courses should have a tuition classification of 1 or 2

Special treatment of out-of-state student groups as provided for by Colorado statutes summarized in Tuition Classification Detail field:

Definition: The code which indicates the enrollment classification based on credit/clock hour standards for financial aid. Students awarded aid based on different levels of enrollment within the same year should be coded at the highest level at which they were enrolled.

Codes/Notes: 1 - Full Time
2 - Half Time
3 - Less Than Half Time
4 - Not Enrolled
5 - Withdrawn after FA disbursement

Missing Value: None; field must be completed.

Edit Specs: Error if not a valid code
Error if = 4 and has any award

Format: Numeric, 1 place integer

Updates:

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Dependency Status

Definition: The classification of a student for the purpose of financial aid determination as either:
Independent: those students who meet the requirements for self supporting or "independent" status as defined in regulations and policy governing the Federal campus based financial aid programs.
Dependent: those students who do not qualify as an independent.

Definition: The total annual adjusted gross income (AGI) for a student and a student's parents if a student is classified as 'Dependent', or total annual adjusted gross income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.

Missing Value: Blank if unknown.

Edit Specs: Error if blank and and FAFSA flag = 1

Format: Alpha Numeric, 6 place integer

Updates:

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Student ID Type

Definition: The indicator to classify the Student Identification Number as believed to be either a social security number or a institutional-assigned identification number.

Codes/Notes: 0 – Indicates that the Student Identification Number is believed to be a social security number

1 – Indicates that the Student Identification Number is NOT a social security number.

Missing Value: Blank Not acceptable

Edit Specs: Must be "0" or "1"
Error if blank

Format: Numeric, 1 place

Updates: Implemented, FY2004

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44

Cost of Attendance

Definition: The actual institutional budget amount used when determining student's need. The Cost of Attendance must use DHE Student Budget Parameters unless different budget element(s) is approved by the Commission staff. (The Cost of Attendance reflects only the Financial Aid period.)

Codes/Notes: Dollar Amount.Include any special costs allowed, based on DHE guidelines.

This amount must correlate to financial aid duration reported. Maximum duration is one 12 month budget period. Budget will include academic year budget plus summer, if applicable.

Any term during the school year for which a student received aid based on a valid FAFSA.

Financial Aid Period: Any term during the fiscal year for which the student received some kind of financial aid based on a valid FAFSA.

An institution participating as a federal experimental site may exclude using loan fees in determination of COA.

Missing Value: Zeros if not applicable.

Edit Specs: Error if value is blank
Error if value not zero , and < 0 or > 99999
Error if value is zero , and FAFSA = 1 and enrollment duration > 0 and received state or federal aid except for work-study without regard for need
If FAFSA flag equals 2, the field is not required and should be zero

Format: AlphaNumeric, 6 place integer

Updates:

17

50

Expected Family Contribution

Definition: Expected Family Contribution used to determine the student’s financial need and ties to the student’s reported enrollment duration for which they received financial aid. This number may not necessarily be the nine month EFC as reported on the FAFSA.

Codes/Notes: EFC must be determined using the approved federal methodology.Required from any student that received need based financial aid based on a submitted FAFSA, optional from all other applicants.

Example: $1,000 Submit as: 001000
Example: $0 Submit as: 000000

Missing Value: Blank if unknown.

Edit Specs: Error if blank and received Colorado Student Grant
Error if value is blank and FAFSA flag = 1
Error if value not blank and < 0 or > 999999

Format: Alpha Numeric, 6 place integer

Updates:

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56

Federal PELL

Definition: The dollar amount of a Federal Pell Grant paid to a student.

Definition: The total annual non-taxable income for a student and a student's parents if a student is classified as 'Dependent', or total annual non-taxable income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.

Special Condition: a student enrolled during the academic year and summer school may have awards based on different income amounts; use the income on which academic year awards were based.

Income consists of non-taxed income.

Missing Value: Blank if not applicable.

Edit Specs: Error if blank/zero and recipient of need based aid or FAFSA flag =1.
Error if 000000 and FASFA flag = 2

Definition: The dollar amount paid from institutionally controlled gift funds, i.e. the funds are received from other than state or federal sources, and the recipients are chosen by the school.
THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:

Examples:

Athletics

Institutional funds

Donor gifts

Endowment funds

Foundation funds

Long term institutional loans

Student fees earmarked for student aid

Daniels Opportunity

Reisher

NOTE: Report all institutional funds here for 2004-2005 only. For 2005-2006, will report as institutional need or merit. For 2004-2005, institutional funds will be reported in filed 35 or 39 which are differentiated by whether funds are institutionally controlled or not.

Definition: An award that was paid to the student from institutional funds where financial need is either the only component or the primary component used to determine the recipient.

Codes/Notes: Awards to be included are those funds awarded based solely on financial need, as well as funds where need is at least one component that must be met (e.g. A student must have need, but must also demonstrate a minimum GPA). Note: When designating an award for this field, institutions should look at how the institution designates eligibility for the fund, not the individual student's eligibility. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should not be included (but should be put in the Institutional Merit Funds field).

Definition: An award that was paid to the student from institutional funds without ANY regard for financial need when determining the recipient.

Codes/Notes: Information is requested on institutional aid funds that are awarded only on merit. Examples would be athletic or music scholarship, which are awarded based solely on talent. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should be included in this category.

Codes/Notes: Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Codes/Notes: Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Definition: The Cost of Attendance-Nine Month Period reflects only the Budget Amounts for the nine month period comparable to the Nine Month EFC. The Cost of Attendance must use DHE Student Budget Parameters.

Codes/Notes: Dollar amount.Include any special costs allowed, based on DHE guidelines.

This amount must correlate to the nine month EFC reported.

For some institutions, loan fees are included in cost of attendance while other schools do not include these fees in cost of attendance.

Missing Value: Zero if not applicable.
If the student has an EFC and is enrolled (enrollment Duration <>4) must have a value in this field

Edit Specs: Error if blank
Error if < 0 or > 999999
Error if zero, and FAFSA = 1 and admitted (Enrollment Classification <> 4)
If FAFSA flag = 2, the field is not required and should be set to zeros

Definition: The cumulative grade point average (GPA) that was used to establish the eligibility of a Colorado Undergraduate Merit recipient. For a first time freshman, could be high school GPA.
THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes: The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. Report two decimal positions as shown in the format.

Definition: Flag to indicate that a student submitted the Free Application for Federal Student Aid (FAFSA).

Codes/Notes: If a student submitted the Free Application for Federal Student Aid (FAFSA) and has submitted an official EFC to the institution, report as ‘1’. Otherwise, report as ‘2’.Reporting of this field required, effective in fiscal year 2001.

Missing Value: None; field must be completed.

Edit Specs: Error if not a valid code
Error if blank
Error if student has: Colorado Student Grant or Colorado Graduate Need-Based Grant or Pell or SEOG or Stafford or Colorado Work Study Need-Based and FAFSA <> 1

Format: Numeric, 1 place integer

Updates: February, 2004

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197

EFC Nine Month

Definition: Expected Family Contribution for nine months.

Codes/Notes: The official nine month EFC used to determine the student’s financial need using federal methodology.

Missing Value: Blank if unknown.

Edit Specs: Error if value is blank and FAFSA flag = 1
Error if value not blank and < 0 or > 999999.

Definition: The gross compensation earned in the Colorado Without Regard for Need Work Study Program.

Codes/Notes: Include total wages, which includes any matching money provided by employer. Gross compensation is the amount earned before taxes and other withholdings are taken out. Wages will not be included in overaward calculations.

Definition: Scholarship for participants in the Colorado GearUp program.

Codes/Notes: Eligible institutions:

All public 2 and 4 year institutions

COF eligible privates:

Colorado College

Denver University

Regis University

State supported voc-techs:

Delta-Montrose

Emily Griffith

San Juan Basin Area Technical College

TH Pickens Tech

Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric.
Award less than or equal to $2,500
Must be Colorado resident
Age 22 and under
Enrolled in eligible institution (listed above)
PELL eligible (Pell > 0 or EFC Nine Month <= $5,775)

Format: AlphaNumeric, 5 place integer

Updates: Added - April, 2005

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221

Academic Competitiveness

Definition: The dollar amount of the Academic Competitiveness Grant award paid to a student.

Codes/Notes:

****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive an Academic Competitiveness Grant (ACG) of up to $750 for the first academic year of study and up to $1,300 for the second academic year of study. To be eligible for each academic year, a student must:

Be a Federal Pell Grant recipient;

Be enrolled full-time in a degree program;

Be enrolled in the first or second academic year of his or her program of study at a two-year or four-year degree-granting institution;

Have completed a rigorous secondary school program of study (after January 1, 2006, if a first-year student, and after January 1, 2005, if a second-year student);

If a first-year student, not have been previously enrolled in an undergraduate program; and

The amount of the AC Grant, when combined with a Pell Grant, may not exceed the student's FA period cost of attendance.

Missing Value: Zero if not applicable.

Edit Specs: Error if > 0
Following edits applied prior to FY2012
Error if not numeric.
Error if Enrollment Classification not equal to 1
Error if award > $750 and Student Level = 11
Error if Student Level > 12
Error if award >$1,300
Error if PELL less than or equal to 0

An eligible student may receive a National SMART Grant of up to $4,000 for each of the third and fourth academic years of study. To be eligible for each academic year, a student must:

Be a Federal Pell Grant recipient;

Be enrolled full-time or part-time in a degree program;

Be enrolled in a four-year degree-granting institution;

Major in physical, life or computer science, engineering, mathematics, technology, or a critical foreign language; and

The amount of the SMART Grant, when combined with a Pell Grant, may not exceed the student's cost of attendance.

Missing Value: Zero if not applicable.

Edit Specs: Error if > 0
Following edits applied prior to FY2012
Error if not numeric.
Error if Student Level < 13 and > 14
Error if Enrollment Classification not equal to 1
Error if award >$4,000
Error if PELL less than or equal to 0

Definition: The dollar amount of the Pre-Collegiate Academic Competitiveness Grant award paid to a student.

Codes/Notes: ****Begins in FY 2007
****Ended in FY 2011

Students must qualify for and receive a Federal Academic Competitiveness Grant

State-supported two- and four-year institutions, including local district colleges and private universities, which have applied and been approved for participation in state student financial assistance programs.

Missing Value: Zero if not applicable.

Edit Specs: Error if > 0
Following applied prior to FY2012:
Error if not numeric.
Error if Student Level > 12
Error if ACG is less than or equal to 0
Error if Enrollment Classification not equal to 1
Error if award >$1,000
Error if PELL less than or equal to 0

Participating state-supported four-year institutions only which have applied and been approved for participation in state student financial assistance programs.

Awards cannot exceed the cost of in state tuition at the institution of enrollment. All awards must be paid prior to June 30.

Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric.
Error if Tuition Classification not equal to 1
Error if > 0 and not a participating institution
Award recipients for the 2009-2010:
Adams State College,
Colorado State University,
Metropolitan State College of Denver,
University of Colorado - Colorado Springs,
University of Colorado Denver,
University of Northern Colorado
Award recipients for the 2008-2009:
Colorado State University-Pueblo
Mesa State College
Metropolitan State College of Denver
University of Colorado Denver
University of Northern Colorado

Complete the Free Application for Federal Student Aid (FAFSA), although you do not have to demonstrate financial need.

Be a U.S. citizen or eligible non-citizen.

Be enrolled as an undergraduate, post-baccalaureate, or graduate student in a postsecondary educational institution that has chosen to participate in the TEACH Grant Program.

Be enrolled in course work that is necessary to begin a career in teaching or plan to complete such course work. Such course work may include subject area courses (e.g., math courses for a student who intends to be a math teacher).

Meet certain academic achievement requirements (generally, scoring above the 75th percentile on a college admissions test or maintaining a cumulative GPA of at least 3.25).

Definition: Definition:A flag that indicates whether the student is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.

Codes/Notes: This is a yes/no field signifying the selection of this category. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Definition: A flag that indicates whether a student specified this ethnicity as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of ethnicity categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

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Race/Ethnicity Native American

Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

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254

Race/Ethnicity Asian

Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

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255

Race/Ethnicity Black

Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

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256

Race/Ethnicity Pacific Islander

Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates:

Added – December 2009

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257

Race/Ethnicity White

Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories. “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

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258

Student ID Inst

Definition: A number that uniquely identifies a student at an institution. This number is assigned by the institution and is typically used in place of the Social Security Number.

Codes/Notes: Hyphens are not entered as part of the identification number.

Missing Value: Optional use determined by institution

Edit Specs: None

Format: Alphanumeric, 9-place integer or less

Updates: July 1988; edit specs modified July 2003, December 2004, February 2005 and March 2005; Jan 2012 - New; July 2012 - New

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267

Pell LEU

Definition: Report the comment code from the ISIR of record which will indicate the amount of Pell Grants received to date based on reported data to the National Student Loan Data System (NSLDS).

Codes/Notes:

Code
(SAR Comment)

Pell LEU%

C Code

349

0

350

1-50

351

51-100

352

101-150

353

151-200

354

201-250

355

521-300

356

301-350

357

351-400

345

Applicant's Pell LEU is high

Y

346

Applicant's Pell LEU is close to the limit

Y

347

Applicant's Pell LEU is met or has exceeded the limit

The amount of full time Pell Grant funding a student can receive each year is equal to 100%, the six year equivalent is 600%. For state funding this field will be used in the Completion Incentive Model to determine advanced senior allocations.